You can create an invoice manually for any client from the Billings page. Here you choose the client yourself, then add the services, any discount and a note.
Note: All clients, names, emails, appointments and other data shown in the screenshots are sample data we created for this guide. They are not real people or real records.
When to use this
- You need to bill a client for one or more sessions.
- You want to give a client a discount on a session.
Steps
1. In the left sidebar, click Billings, then click New Invoice at the top right.
The New Invoice window opens. The Issue date is today, the Invoice # is Assigned on save, and Practitioner is already filled in with your name.
2. Optional: click Edit at the top right to change the invoice details.
Three fields appear:
Issue date: click it and choose a different date from the calendar.
PO/SO Number: add a purchase order or sales order number if you need one.
Description: starts as Invoice. Type a new name, for example Invoice(1). It then shows under Description at the top of the invoice.
3. Click Client and choose the client.
The list shows each client’s name, email and client ID. Once you choose one, their details appear in the Client box with an Edit link, and Bill to is filled in with the same client. To bill someone else, choose them under Bill to.
4. Optional: add a Note.
The note is shown at the bottom of the invoice, for example Thank you for choosing mePro. Please review the invoice details and submit payment by the due date.
5. Under Services, click Search or type… and choose a service.
Choose one of your services, such as Initial assessment, or type a custom one. The Duration, Price and Total fill in from the service, for example 60, 120.00 and $120.00. You can also add a Code and Tax, and change the service date.
You can add and manage your Services from Settings. See the Services guide.
6. Optional: click Add Service to bill for more than one session.
A new line appears and the Subtotal updates, for example to $240.00 for two sessions. To remove a line, click the red trash icon at the end of it.
7. Optional: click Add Adjustment to give a discount.
Choose Percentage discount or Fix amount discount. Then give the adjustment a name and enter the amount: a percentage after %, or a dollar amount after $.
The Adjustment line and Total Amount update. For example, a 12% discount on $120.00 shows Adjustment -$14.40 and Total Amount $105.60. A fixed discount of $10.00 would take $10 off the total.
8. Check the totals, then click Create Invoice.
The totals show the Subtotal, Tax, Adjustment and Total Amount. Click Cancel to close without saving.
The invoice opens with a Success – Invoice created successfully message, and it’s added to the list on Billing and Payments as Unpaid. When the client pays, record the payment on this invoice. See Record a payment for a manual invoice.
